Office Coordinator

IPS-Integrated Project Services; Basel; On-site; CHF 32,000 - 40,000; Part time

Job summary

IPS is seeking an Office Coordinator for its Basel, Switzerland site to manage the project office and support the team. You will ensure smooth operation of site facilities, manage supplies, and coordinate meetings and canteen services.

This role emphasizes proactive organization and strong communication across the project team. The position requires a proactive, self-directed professional with excellent Excel/Teams/Word/PowerPoint/Mural skills and a collaborative mindset.

Qualifications

• Proactive personality with strong project management skills.
• Proficient in Excel, Teams, Word, PowerPoint, and Mural.
• Excellent communication skills across all levels.
• Strong organizational skills and ability to develop a teamwork culture.
• Knowledge of organizational psychology and behavior.
• Self-directed, motivated, and driven.
• Strong emotional intelligence and forward-thinking to anticipate needs.
• Relationship-building and time management skills.

Responsibilities

• Develop the project onboarding package.
• Check, organize, and administer the conference rooms daily (setup chairs, IT equipment, whiteboard and supplies).
• Check, organize, and administer the big room daily.
• Manage the big room setup and configuration with the team’s support.
• Manage project supplies (ordering, receipt, stocking, invoicing to Accounting).
• Manage the project Café (supplies, equipment, goods) daily.
• Manage the weekly team luncheon and meals for MACS (ordering, delivery).
• Maintain overall office organization.
• Support printing and displaying MACS data and project mural data weekly/monthly (data provided by team).
• Commitment of 20 hours per week.

Skills

Project management

Excel

Teams

Word

PowerPoint

Mural

Communication

Organization

Teamwork

Org psychology

Self-motivation

Emotional intelligence

Relationship-building

Time management

Tools

Excel

Teams

Word

PowerPoint

Mural

Job description

Job Description

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated

Job Description

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated Office Coordinator to join our talented team at our job site located in Basel, Switzerland. In this role, you will manage the site project office operations and support the entire project team, including internal and external partners. You will also ensure the smooth functioning of site utilities and break area (canteen) facilities, maintain office supplies, identify constraints, and prepare mitigation and contingency plans.

Additional Responsibilities

• Develop the project Onboarding Package.
• Check, organize, and administer the conference rooms daily (organize and set up chairs, IT equipment, and whiteboard with supplies).
• Check, organize, and administer the big room daily.
• Manage the big room setup and configuration with the support of the team.
• Manage project supplies (ordering, receipt, stocking, getting invoice receipts to Accounting, etc.)
• Manage the project Café (supplies, equipment, and goods) daily.
• Manage the weekly team luncheon and meals for MACS (ordering, delivery, etc.)
• Manage overall office organization.
• Support printing and displaying of MACS team messaging, reports, and project mural data on a weekly/monthly basis (the team will provide data).
• 20 hours per week.

Qualifications & Requirements

• Proactive personality with strong project management skills.
• Proficient in Excel, Teams, Word, PowerPoint, and Mural.
• Excellent communication skills across all levels.
• Strong organizational skills and ability to develop a teamwork culture.
• Knowledge of organizational psychology and behavior.
• Self-directed, motivated, and driven.
• Strong emotional intelligence and forward-thinking to anticipate needs.
• Relationship-building and time management skills.

IPS will not sponsor employment visas for this position.

About Us

IPS, a Berkshire Hathaway company, is a global leader in technical consulting, architecture, engineering, procurement, construction management, commissioning, qualification, and validation services for technically complex facilities. Integration is how we think and work. It requires the ability to unite existing and emerging technologies into a process that reliably delivers products and accelerates speed to market. That end-to-end mindset allows us to be agile and anticipate challenges as we move projects toward operational readiness. IPS applies design and delivery expertise, client-side experience, and supplier-side insight to every project. We infuse our curiosity, our passion, and our commitment to partnership in delivering solutions at any scale. We meet our clients where they are and get them to where they need to go. That’s only possible when we care as much as our clients do.

Specialties

Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV, and Staffing Services.

All qualified applicants will receive consideration for employment at IPS without regard to race, creed, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, genetic predisposition or carrier status, veteran, marital, or citizenship status; or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.